GAODA · OEM & ODM Buyer's Guide
Custom EVA Case RFQ Checklist: 12 Essentials for Easier Quoting
A clear custom EVA case RFQ helps a manufacturer understand what your case must protect, how it should look and what the quotation needs to include.
You do not need a finished case design to start. Product measurements, photos, an estimated quantity and a description of the intended use can provide a practical starting point. More detailed specifications help reduce assumptions and make supplier quotations easier to compare.
What is a custom EVA case RFQ?
It is a request for quotation describing the product, case requirements, order quantity and delivery expectations. A useful supplier response should identify the proposed specification, pricing scope, one-time charges, lead times and any assumptions.
What Should You Include in a Custom EVA Case RFQ?
Use this checklist before requesting a price. Mark undecided items as “supplier recommendation requested” instead of choosing a specification without a clear reason.
| Information | What to provide |
|---|---|
| 1. Product information | Application, photos and intended use. |
| 2. Dimensions and weight | Product measurements and accessories. |
| 3. Case style | Opening, carrying and storage requirements. |
| 4. Outer material | Surface appearance, texture and usage priorities. |
| 5. EVA shell | Thickness or performance needs to review. |
| 6. Interior layout | Insert, compartments, pockets and retention. |
| 7. Logo and branding | Artwork, placement, size and preferred method. |
| 8. Colors | Color references for each visible component. |
| 9. Quantity | Initial order and quantity per variant. |
| 10. Packaging | Individual packing, labels and carton requirements. |
| 11. Quality requirements | Acceptance criteria and requested testing. |
| 12. Delivery schedule | Sample deadline, required arrival date and destination. |
01Product Information and Intended Use
Start your custom EVA case RFQ by explaining what goes inside the case and how customers will use it. A handheld instrument used by field technicians may need a different layout from a consumer electronics kit stored at home.
- Product name, model and main function.
- Clear photos showing the front, back, sides and accessories.
- Typical handling, storage and transport conditions.
- Fragile surfaces, controls, connectors or parts that need clearance.
- Whether the case is for retail packaging, daily carrying or service use.
If the product design is still changing, identify which dimensions are provisional. This helps avoid developing the case around an outdated product revision.
02Product Dimensions and Weight
Provide the maximum length, width, height and weight of the product. Include protruding handles, switches, feet and connectors, not just the main body dimensions.
For the main product
- Measurements with units clearly identified.
- Weight and any uneven weight distribution.
- Drawings, CAD files or a physical sample if available.
- Surfaces that should not contact the insert.
For accessories
- Quantity and dimensions of each item.
- Cable lengths and preferred storage arrangement.
- Chargers, batteries, adapters and spare parts.
- Items that must stay separate during transport.
Clarify what the measurement refers to. Product dimensions, usable internal space and finished external case dimensions are different. Label them separately in your brief.
03Case Style and Everyday Function
Describe how the case should open, carry and organize its contents. Reference photos are useful, but explain which features you want rather than asking a supplier to copy every detail.
- Compact pouch, clamshell case or carrying case.
- Preferred opening orientation and access to the product.
- Handle, wrist strap or shoulder strap requirements.
- Single or multiple compartments.
- Mesh pockets, dividers and accessory storage.
- Maximum external size, if shelf or luggage space is limited.
For heavier products, ask the supplier to review the carrying arrangement and attachment points during sample development.
04Outer Material and Surface Finish
Describe the appearance and handling priorities for the exterior. If you already use an approved material, provide its specification or a reference sample.
| Material option | Details to confirm |
|---|---|
| Oxford or other woven fabric | Fiber, weave, denier where relevant, texture, coating and color. |
| PU surface | Grain, gloss, feel, color and cleaning expectations. |
| Textured or specialty finish | Actual material construction, pattern and reference sample. |
Avoid relying on a description such as “premium fabric” alone. Ask for a material sample or a clearly identified specification. Surface appearance by itself does not establish the protection provided by the finished case.
Review GAODA's EVA case customization options when preparing your material requirements.
05EVA Thickness and Shell Structure
Your custom EVA case RFQ can specify an existing shell requirement or ask the manufacturer to recommend a structure for review. Provide the product weight, case size and expected handling conditions so the proposal has a practical basis.
- EVA thickness, grade or hardness specification, if already defined.
- Preferred balance between rigidity, weight and flexibility.
- Any external size restrictions.
- Areas requiring extra support or clearance.
- Performance checks you expect the sample to undergo.
Thickness alone does not determine finished-case protection. Shape, material construction, insert support and product fit also need to be considered.
If you are unsure, write: “Please recommend an EVA shell structure based on the enclosed product dimensions, weight and intended use. Identify the proposed specification in your quotation.”
06Interior Layout and Foam Insert
Explain where each item should sit and how it should be held in place. A simple annotated photo or sketch can make the interior requirements much clearer than a list of product names.
- Custom-cut foam, molded tray or another proposed insert.
- Separate cavities for the main product and accessories.
- Finger cutouts for easy removal.
- Elastic straps, dividers or mesh pockets.
- Clearance around screens, buttons and delicate parts.
- Removable or fixed insert construction.
If a specific foam is required, identify it in the custom EVA case RFQ. Otherwise, ask the supplier to state the proposed material and explain how the layout will support the product.
Review the sample with the actual product and full accessory set. Check removal, closure and movement inside the case before approving the layout.
07Logo and Branding Requirements
Include logo artwork, approximate dimensions and placement. A logo preview helps communicate the idea; editable vector artwork is preferable when available.
| Branding detail | What to specify |
|---|---|
| Artwork | Vector file or the best available original artwork. |
| Position and size | Location on the lid, handle area, zipper pull or interior. |
| Application method | Printing, embossing, patch, label or supplier recommendation. |
| Color and finish | Color references, number of colors and intended surface effect. |
Ask the supplier to confirm that the proposed method suits the selected outer material. Include any logo setup or tooling charges as a separate quotation item.
08Color Requirements
List color requirements by component instead of using one general description for the whole case.
- Outer fabric or surface.
- Interior lining and insert.
- Zipper tape and zipper pull.
- Handle, webbing, binding and stitching.
- Logo or patch.
Provide a color reference or approved physical sample where possible. Screen images can communicate direction, but color appearance changes with lighting, texture and material.
Ask whether the quoted price uses a stock material color or a custom color. Confirm the sample approval method before production.
09Order Quantity and MOQ
State the initial order quantity in your custom EVA case RFQ, including the quantity for each size, color or logo version. Separate a confirmed purchase quantity from a possible annual forecast.
- Initial order quantity.
- Quantity per model or variant.
- Alternative quantity levels you want quoted.
- Expected reorder frequency, if known.
- Whether deliveries will be combined or split.
Ask the supplier to confirm the minimum order quantity for your specification. A minimum for one standard construction may not apply to a different material, custom color or packaging arrangement.
Compare the same specification at each quantity. If a lower price depends on changing the fabric, insert or packaging, ask the supplier to show that change clearly.
10Individual and Shipping Packaging
Packaging should be part of the quotation scope from the beginning. State whether you need a protective bag, retail box or another individual packing format.
- Individual bag, sleeve, box or other packing.
- Barcode labels and required placement.
- Instruction cards, inserts or branded printed materials.
- Units per carton and carton marking requirements.
- Carton size or weight restrictions.
- Whether cases ship empty or with products packed inside.
If product packing is required, clarify who supplies the products, when they arrive and what checks are needed before packing.
11Quality and Acceptance Requirements
A useful custom EVA case RFQ describes what approval will depend on. Replace broad phrases such as “high quality” with specific checks relevant to your product and customer expectations.
| Review area | Examples to agree |
|---|---|
| Product fit | Clearance, retention, accessory arrangement and removal. |
| Appearance | Color reference, logo position, stitching and surface finish. |
| Function | Zipper operation, handle attachment and pocket access. |
| Performance | Requested test method, conditions and acceptance criteria. |
| Documentation | Required material records or relevant test reports. |
If your project requires laboratory testing or specific compliance documentation, identify the applicable requirement and scope. Ask the supplier to confirm availability, cost and timing rather than assuming it is included.
Record the approved sample and agreed specification so production inspection has a clear reference.
12Target Delivery Schedule
Tell the supplier when you need samples and when the finished goods must arrive. An arrival deadline is different from a factory dispatch date, so include the destination in your custom EVA case RFQ.
| Milestone | What to confirm |
|---|---|
| Sample development | Required sample date and information needed to begin. |
| Sample approval | Review time and allowance for potential revisions. |
| Production | Lead time and the event that starts the production schedule. |
| Shipping | Destination, transport arrangement and required arrival date. |
Confirm which transport costs are included and who arranges each stage. Ask the supplier to distinguish production time from transit time and identify any scheduling assumptions.
Use a clear delivery basis. When your quotation uses an Incoterms® rule, identify the agreed rule, named place and version. For reference, consult the official ICC overview of Incoterms® 2020.
Copy This Custom EVA Case RFQ Template
Copy the template below into your inquiry. Complete the details you know and mark anything undecided as “recommendation requested.” Attach product photos, drawings and logo artwork when available.
Subject: Custom EVA Case RFQ – [Product / Project Name] Hello GAODA team, Please review the following requirements and provide a quotation. 1. PRODUCT AND APPLICATION Product / model: Intended use: Target market: Product photos or reference files: 2. DIMENSIONS AND WEIGHT Product dimensions, including protruding parts: Measurement units: Product weight: Accessories and their dimensions: Maximum external case size, if restricted: 3. CASE STYLE Preferred shape and opening: Handle or strap requirements: Pockets, dividers or other features: 4. OUTER MATERIAL Preferred material: Texture or finish: Reference sample available: Yes / No Supplier recommendation requested: 5. EVA SHELL Existing thickness or structure specification: Protection and handling priorities: Supplier recommendation requested: 6. INTERIOR Preferred insert material: Layout or cavity requirements: Retention straps or pockets: Areas requiring clearance: 7. BRANDING Logo artwork attached: Yes / No Logo position and size: Preferred application method: Number of logo colors: 8. COLORS Exterior: Interior: Zipper and handle: Color reference or physical sample: 9. QUANTITY Initial order: Quantity per model / color: Alternative quantities to quote: Potential reorder forecast, if available: 10. PACKAGING Individual packaging: Labels or printed inserts: Carton requirements: Empty case or product packing: 11. QUALITY Sample approval criteria: Required performance checks: Required documentation or testing: 12. DELIVERY Sample needed by: Finished goods required at destination by: Delivery country / city / postal code: Preferred delivery basis, if known: PLEASE IDENTIFY IN YOUR QUOTATION - Proposed case specification and assumptions - Unit price and what it includes - MOQ per model or variant - Sample charges - Tooling and other one-time charges - Packaging and transport inclusions or exclusions - Sample and production lead times - Payment terms and quotation validity - Any recommended changes or information still needed Company: Contact name: Email: Phone / WhatsApp: Thank you.
Keep a dated copy of your custom EVA case RFQ and its attachments. If the product or case specification changes, send the same revision to every supplier involved in the comparison.
How to Compare Custom EVA Case Quotations
A lower unit price is meaningful only when the quoted requirements are comparable. Review the specification and exclusions before comparing totals.
| Quotation item | What to check |
|---|---|
| Case construction | Are dimensions, outer material, EVA shell and lining identified? |
| Interior | Does the price include the same insert, cavities and pockets? |
| Branding | Are the logo method, size and setup charges consistent? |
| One-time costs | Are sample, tooling and development charges listed separately? |
| Packaging | Are individual packing, labels and cartons included? |
| Delivery | Are destination, delivery basis and freight scope comparable? |
| Timing | What approvals or payments must occur before lead time begins? |
Ask suppliers to distinguish unit costs from one-time charges. If tooling is required, clarify ownership, storage, maintenance and reuse arrangements in the commercial agreement.
For a closer look at the factors behind a quotation, read our custom EVA case cost guide .
Common RFQ Mistakes to Avoid
Sending only a reference photo
Add measurements, product weight and the accessory list. A photo alone does not define the required fit or construction.
Leaving specifications ambiguous
Identify confirmed requirements and open decisions separately. Ask suppliers to label their assumptions.
Combining all variants into one quantity
Show quantities per size, color and logo version so MOQ and pricing can be reviewed accurately.
Ignoring sample approval time
Allow time to check fit, materials and branding, including revisions when needed.
A well-prepared custom EVA case RFQ does not need to be complicated. Clear requirements, organized attachments and visible open questions are more useful than a long brief with conflicting details.
Discuss Your Custom EVA Case RFQ with GAODA
GAODA provides OEM and ODM EVA case solutions. Share your product information and intended use so the discussion can cover case structure, outer materials, inserts, branding and packaging.
- Share the project brief. Include photos, dimensions, accessories and estimated quantity.
- Clarify the specification. Identify confirmed requirements and areas needing recommendations.
- Review the quotation scope. Check construction, charges, assumptions and proposed timing.
- Agree on sample approval. Confirm what must be reviewed before production is authorized.
Learn more about GAODA's custom EVA case manufacturing and the EVA case manufacturing process .
Custom EVA Case RFQ: Frequently Asked Questions
What is the minimum information needed to start an inquiry?
Start with product photos, dimensions, weight, intended use and an estimated order quantity. Include accessories and the required delivery date if known. Additional details may be needed before the supplier can provide a firm quotation.
Can I request a quote without CAD drawings?
Yes, you can begin the discussion with clear photos and measurements. Depending on the product geometry and fit requirements, drawings or a physical product sample may be needed during development.
What if I do not know which material or EVA thickness to choose?
Describe the product, handling conditions and priorities. Ask the supplier to recommend a construction and state it clearly in the quotation. Review the proposal through material references and sample evaluation.
Should my custom EVA case RFQ include a target budget?
A target budget can help guide material and construction discussions. State whether it covers the case only or also packaging, tooling and transport. Ask suppliers to explain any changes proposed to meet that budget.
Does MOQ apply to the total order or each variant?
This needs to be confirmed for the project. Different sizes, colors, materials or branding versions may have separate requirements. List the quantity for each variant and request a clear response.
How long does it take to receive a quotation?
Timing depends on the completeness of the brief and the amount of development or sourcing involved. Ask the supplier to confirm a response date after reviewing the files and identifying any missing information.
Why can the price change after sample development?
Sampling may reveal changes needed to dimensions, materials, inserts or branding. Ask for an updated quotation when the specification changes, and confirm the final price against the approved sample and written requirements.
Can one case hold several different product models?
It may be possible when the products and layout are compatible. Provide dimensions for every model and explain whether they will share an insert or use interchangeable inserts. The sample should be checked with each intended configuration.
Start Your Project
Ready to Send Your Custom EVA Case RFQ?
Share your product dimensions, photos and estimated quantity. Include the requirements you already know, and tell GAODA where you would like a recommendation.
Prefer email? Send your project brief to sales@gaodaeva.com.
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